OBJECTIVES At the end of two (2) hours, the participants will be able to: 1. Discuss the KC-NCDDP Financial Management 2. Identify the roles, and functions of ACT in Financial Management 3. Compute the municipal grant allocation, and LCC of their respective areas KEY RESULT AREAS 1. clear understanding of the KC-NCDDP Financial Management 2. clear understanding of the roles, and functions of the ACT 3. municipal grant allocation, and LCC computation COMMUNITY-BASED FINANCIAL MANAGEMENT Area Coordinating Team Orientation OUTLINE • Overview of Community-Based Financial Management • Community Grants • Technical Assistance Fund (TAF) • Request for Fund Release (RFR) Process • eRFR System • Local Counterpart Contributions • Cash Management • Financial Management Roles • DSWD, MLGU, ACT and Barangay Assembly WHAT IS IN CBFM? Simplified financial management systems and procedures… AUDIT To ensure efficient, transparent, and honest handling of sub-project funds.Financial Monitoring.docx IS CBFM DIFFERENT FROM GAAM? • The CBFM follows the usual government laws, rules and regulations on fund receipts and disbursements except for some unique features. • For example, the community is allowed to make partial payment to partially delivered indigenous materials. • But, systems and procedures provided in the CBFM are simpler. Forms, books and reports are formatted for easier use. • It follows the same internal audit principles but with very straightforward methods and procedures. WHY IS CBFM IMPORTANT? • One key feature of CDD is making resources available to communities. • In the KALAHI-CIDSS, this is undertaken through direct fund transfers to a community account, guided by the “one-fund concept”. • It means, management of funds is done at the community level. • Hence, it is critical for community members and local volunteers to have a basic understanding of financial management and accounting procedures to ensure that these resources are efficiently utilized for its intended purpose. WHAT ARE THE SOURCES FUNDS? • DSWD Grant Funds • TAF = P15,000 per barangay • MGA per cycle = Allocation per head x population but not lower than P2,000,000 and not higher than P20,000,000 • Released in tranches (50-40-10 to 80-10-10; 90-10 for DRO) • Grants Excess Fund.doc • Local Counterpart Contributions (same as GPBP requirements) • Year 1 (2014) • For 554 (177+377) Munis – Capacity Building and Implementation Support (CBIS) Only • For 293 Munis – Sub-Project Implementation (SPI) + CBIS • Year 2 (2015) • All municipalities – SPI + CBIS • NCDDP Module 3_Grants and LCC 2.ppt TECHNICAL ASSISTANCE FUND (TAF) • TAF ALLOCATION = P15,000 per barangay • Under DRO, TAF IS REGIONALLY-MANAGED • For Non-Yolanda affected areas: • Community-managed or Regionally-managed • ELIGIBLE EXPENSES • Professional Fees • Pre-Engineering Works • Supervision • Preparation of Feasibility Studies (Livelihood proposals) • Reproduction of plans, designs and drawings • Salaries, travel expenses, communication and supplies of hired technical experts • The TAF may be used for sub-project proposals that are NOT technically complicated or with proforma plans. DSWD RO-MANAGED TAF • Basis for the Municipality to avail TAF • MDRRMC Resolution to request TAF • Purpose i.e. Pre-Engineering, FS or Supervision; Amount • SRPMO to: • Review and consolidate TA needs • Allocate resources according to TA needs • Recommend to RPMO results of resource allocation • RPMO • Procurement of TA Providers following Program Procurement guidelines • Disbursement shall follow Program Finance guidelines COMMUNITY-MANAGED TAF • If there are barangays that are in need of technical assistance, the MIBF will pass a Resolution to avail TAF from the municipal allocation and engage technical support personnel. The MIBF will elect one barangay to lead the search for qualified technical service providers with the assistance of the ACT. • The elected lead barangay will secure a Barangay Council Resolution authorizing the PPT Head or BSPMC Chair (if already selected), the Treasurer and AC to open a checking account with the nearest Land Bank of the Philippines branch. The account name must be “DSWD-KALAHINCDDP/(Name of Barangay)”. COMMUNITY-MANAGED TAF) • The Treasurer shall apply for additional bond to the Bureau of Treasury in case premium paid is insufficient to cover current maximum accountability (determined by computing average amount of checks to be signed per month). Payment for the bond premium will be from LCC cash. • The ACT will generate a list of potential service providers for technical assistance. The list must show the names of individuals or firms with corresponding areas of expertise and experience. The ACT may also coordinate with regional and provincial-based professional organizations for their list of experts (e.g. PICE, PICPA, etc.) • The potential service providers may be invited to be oriented on the Terms of Reference (TOR). Procurement will follow the appropriate method as provided in the Community-Based Procurement Manual. RFR PROCESS Disburses Funds Releases Funds to Community Account Reviews and approves RFR; Processes Release of Funds Submits the RFR and its supporting documents to the ACT Reviews and endorses RFR to the SRPMO Reviews and recommends RFR to the RPMO ERFR SYSTEM FEATURES • Assign distinct subproject ID which happens upon data entry of the MIBF result; • Consolidate Community Grants Disbursement Plan(CGDP) on the basis of the MIBF results and SPI programming done at the community level. • The CGDP shall be the basis for the assigning of appropriate fund source, issuance of SubAllotment Advise (SAA) and transfer of community grant funds by the CO to the FO for onward release to the community bank account; • Generate and print the RFR for the signature of concerned signatories at all levels containing all necessary SP information previously encoded; and • Generate and print Obligation Request (ObR) and Disbursement Voucher (DV) containing the amount requested and the fund source. • electronic RFR System (eRFRS) - Orientation.pptx LOCAL COUNTERPART CONTRIBUTIONS (LCC) • Year 1 (2014) • For 554 (177+377) Munis – Exempted from LCC except for CBIS • For 293 Munis – Sub-Project Implementation + CBIS LGU CLASS LCC Highly Urbanized cities 30% of Project Cost All other cities 20% of Project Cost 1st to 3rd class 15% of Project Cost 4th to 6th class 5% of Project Cost LOCAL COUNTERPART CONTRIBUTIONS (LCC) • Year 2 (2015) • All Munis – Sub-Project Implementation + CBIS LCC CLASSIFICATION • LCC – CBIS – Not part of SP value – Intended for conduct of Project activities – Cash and in-kind (ex: CEAC, office space, ACT facilities, IT equipment) – Based on approved LCC Delivery Plan (planned by MLGU, approved by DSWD, concurred by SB thru a budget ordinance) – Handled by MFA • LCC – SPI • Form part of SP investment cost • Intended for direct or indirect SP costs • Cash is directly deposited to community account • In-Kind are materials, labor, equipment, and other direct or indirect committed costs • Commitments are reflected in the POW, approved by MIBF LGU PROJECT AS LCC • Must be indicated in the approved LPRAP. • Must be presented and declared in the MIBF that said Project will serve as LCC. • Hence, the LCC-Project will now be counted as KC-NCDDP SubProject. • The MIBF Resolution should reflect if the LCC-Project of the LGU will also be used as LCC for other agencies for proper notation in the financial and physical monitoring reports. • Manage the risks involved in non-delivery. WHY REQUIRE LCC? “Kami ang gumawa dito. Habangbuhay sa amin ito.” Ownership leads to experienced responsibility and stewardship. CASH MANAGEMENT • The Barangay Treasurer is automatically the BSPMC Treasurer who handles cashiering • The community opens a current account with three signatories: Treasurer, BSPMC Chairperson and Area Coordinator • Account for KC-NCDDP cannot be used for other CDD Projects like GPBP and PAMANA • All cash received for the sub-project are deposited to the current account • All payments are made through issuance of check • The Treasurer is allowed to cash advance for the following: • Petty Cash Fund of up to P10,000 (replenishment) • Payroll during disaster of up to P50,000 • Pay indigenous materials to non-registered suppliers subject to NOL Internal Control Guidelines.docx FM ROLES OF DSWD AND MLGU • DSWD • Implement the Project in accordance with the provisions of the Loan/Grant Agreements • Provide counterpart contribution (GOP funds) • Safeguard project funds • MLGU • Provide counterpart contribution • Co-implement the Project • Operate, maintain and sustain completed subprojects FM ROLES OF ACT • Primary responsible for protecting project funds and for providing technical assistance to the community volunteers on financial management. • Ensure compliance by the Local partners of the provisions of the Memorandum of Agreement (MOA) for the project, particularly on the prompt delivery of the local counterpart contributions (LCC); • Review the validity, propriety, and accuracy of Requests for Fund Release and all supporting documents submitted by the community volunteers; FM ROLES OF ACT • Review the validity, propriety and completeness of community disbursements; • Provide necessary technical assistance to the community volunteers in all aspects of NCDDP implementation; • Monitor and validate the physical and financial status of approved subprojects; AREA COORDINATOR • Protect Project funds. As one of the co-signatories of the community’s bank account, he/she shall ensure that all disbursement vouchers are reviewed by the Municipal Financial Analyst before signing the checks. • Assist the communities in resource accessing. • Coordinate with Donors to ensure timely delivery of committed Local Counterpart Contributions. • Evaluate the request of the communities for technical assistance fund. AREA COORDINATOR • Review, evaluate and sign Requests for Fund Release (RFR). • Review and approve all financial reports prepared by the Municipal Financial Analyst and ensure that these and other financial documents especially the original paid Disbursement Vouchers and its supporting documents are submitted completely and on time to the RPMT. • Investigate finance-related issues and complaints and immediately submit written report and recommendations to the RPMO to prevent any possible misuse of funds. DEPUTY AREA COORDINATOR • Act as an alternate co-signatory of all financial transactions at the community level in the absence of the AC • Provide adequate technical assistance to the different Barangay Project Preparation Team (PPTs) in the preparation of sub-project concepts for the Municipal Inter-Barangay Forum for Participatory Resource Allocation (MIBF-PRA) so that proposals submitted are realistic, especially in regards to the cost estimates. • Conduct technical review of the sub-project proposals submitted by the communities. The review will include but not limited to the following: • Detailed cost estimates used in the proposed budget; • Assignment of monetary value to local contributions in kind; and • Assessment of the capability of communities to contribute. DEPUTY AREA COORDINATOR • Assist the Audit and Inventory Committee, through job coaching in the: • inspection of the delivery of materials; • audit of materials inventory; and, • valuation of unutilized materials • Monitor the physical progress of sub-project implementation and regularly compare against the Municipal Financial Analyst’s records of the community’s fund utilization. • Provide regular updates to the Area Coordinator. • Only in cases where there is no Area Coordinator hired yet or the hired Area Coordinator has gone on official leave, the Barangay Council shall execute a Resolution authorizing the Deputy Area Coordinator to temporarily replace the Area Coordinator as one of the signatories of the community’s account. The execution of the Barangay Resolution for the purpose shall be on the basis of the recommendation from the RPMO. In no case shall the AC and DAC be authorized as co-signatories to the community bank account at the same time. MUNICIPAL FINANCIAL ANALYST • Provide technical inputs in the preparation and review of Program of Works (POW) particularly on the reasonableness of costs and appropriateness of items charged under the Indirect Costs. • Review all Requests for Fund Release (RFR) including completeness, validity and consistency of data of all required supporting documents. Maintain RFR tracking system. • Review and sign all Disbursement Vouchers prior to AC’s signature of check. • Monitor and validate financial sub-project status of the communities through field visits. MUNICIPAL FINANCIAL ANALYST • Monitor delivery and utilization of LCC including Municipal Trust Account based on the approved LCC Delivery Plan and provides timely feedback to AC for appropriate action in case of potential delay. • Initiate Municipal Fiduciary Workshops. • Prepare and timely submit municipal financial monitoring reports to the SRPMT. Make sure that soft reports are properly backed-up with hard copies. • Provide regular financial updates to the MCT/MIAC/TWG and other stakeholders. • Submit monthly feedback report (narrative) to the Regional Financial Analyst as regards community financial management system. • Provide regular updates to the Area Coordinator. COMMUNITY EMPOWERMENT FACILITATOR • Motivate the BSPMC Financial Management volunteers to perform their functions. • Initially review Disbursement Vouchers as to completeness of documents and validity of transactions. • Assist the BSPMCs, especially the Treasurers in installing a filing system. • Monitor compliance of FM volunteers on the filing system installed. • Provide updates to MFA regarding the communities’ financial status. • Provide feedback on the over-all status of sub-project implementation to the Area Coordinator. ROLES OF MCT • To support KC-NCDDP implementation in the municipality. • Their functions are the same as that of the ACT since they are expected to gradually take over facilitation of the processes by the third cycle. • However, the AC or DAC of the MCT can never be co-signatory of the community accounts. ROLES OF THE BARANGAY ASSEMBLY The primary role of the community is to implement the approved sub-project, ensure that its objectives are attained and that there is proper accountability. The community shall organize itself for this purpose as indicated in the above organizational structure. All community members should have equal input and special efforts should be made to ensure equal participation of all groups in the community, particularly women, youth, the elderly and IPs. Community members therefore have the responsibility to do the following: • Attend Barangay Assemblies • Participate actively in decision making processes and selection of barangay sub-project implementation team members • Vulnerable groups (i.e. women, youth, IPs) are encouraged to organize themselves in order to make sure their voices are heard and needs addressed in sub-project selection and implementation • Review the sub-project implementation plan and budget ROLES OF THE BARANGAY ASSEMBLY • Monitor sub-project implementation (procurement, inspection of deliveries, use of all delivered materials, construction, etc.) • Inform the BSPMC if full transparency is not being practiced or if there are negative observations, such as: • No publication or announcement related to procurement, approved contracts, or expenditures • No barangay assembly is called to make a report to the community about sub-project and financial status • Questionable conduct of procurement process, sub-standard materials used, implementation not according to program of work, etc. • Report inaction of the BSPMC to the ACT or directly to the DSWD Grievance and Complaints Unit • Provide the agreed counterpart contribution (lot, labor, materials, etc.) • Participate in operations and maintenance of the sub-project after completion. KEY MESSAGE 1 Financial Management is the efficient, transparent, and honest handling of all moneys or funds associated with a community subproject. KEY MESSAGE 2 Financial management is one of the most important activities for efficient and successful sub-project implementation. KEY MESSAGE 3 Funds are NOT ACT managed – these are government funds donated to community beneficiaries but subject to transparent and accountability use. THANK YOU!